Office of Information Technology (OIT) West Virginia University A project plan for: Title of Project Prepared by: Name of Preparer Title of Preparer e-mail address of preparer Date last updated: Date Executive Summary The Executive Summary portion of the plan contains a description of the problem along with any background information needed to understand the purpose of the project. A summary of key tasks and costs should also be included here with more detailed information in another section of the plan Introduction Background/History Summary of Key Points Brief Cost Analysis Scope The scope of the project should include the goals and objectives necessary to satisfy the requirements of the stakeholders. They should be specific and measurable. The milestones are significant events in the project schedule that can be used to gauge progress toward the goals and objectives. Deliverables are specific results that are to be delivered by a predetermined date. Goals and Objectives Milestones Deliverables Limitations The limitations section should contain information on any assumptions, risks, or constraints that are built into the project schedule. A well developed plan will also contain descriptions of the potential hazards if any of these items do not occur as planned. It is also helpful to include in this section any other projects that may be impacted by the dedication of resources to other projects. Assumptions Risks Constraints Impact on other work or projects Description of Work A key portion of the plan is defining the work to be accomplished in great detail. One method of breaking a large task into smaller steps is called a WBS or work breakdown structure. Once the tasks are identified, they must be sequenced in some logical order. This is accomplished by considering the dependencies between two tasks. Work Breakdown Structure (WBS) Task Identification Task Dependencies Critical Path Baseline Schedule Once the plan is complete, the schedule of tasks becomes the baseline schedule. It is this schedule that is then compared to actual performance to see Ahow well we are doing@. The baseline schedule in the OIT Project Plan is displayed in the form of a Gantt chart. While other charting methods exist to illustrate the baseline, we have adopted the Gantt chart as the OIT standard. Gantt Chart Resource Requirements Another important part of the plan is a listing of the resources that are required in order to complete each task. These task based estimates could then be “rolled up” to give an overall indication of what resources are required at each step in the process and when they are required. People Material Equipment Space/Room Services Cost Analysis Once we know our resource requirements, we can calculate the costs of a task. Along with the cost details, we should indicate which functions are provided by in- house resources as opposed to outside resources. It is these outside resources that are normally associated with an actual cost since the in-house resources are probably covered by the annual budget process. Cost Details External Costs Progress Reports The plan should contain a description of the periodic progress reports including an indication of when they are due and who should receive them. In some cases, the plan may also indicate any actions that are required of the receiver of the reports. Format Schedule Distribution Attachments/References The attachments section of the plan should include any supplemental material or vendor literature that is important to the understanding of the plan but is unavailable elsewhere. Other documents, such as a training schedule or a publicity plan might, be included here.
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